Event Planner I

EVENT PLANNER I

**CONFERENCE AND EVENT SERVICES, CAMPUS SERVICES**

**Competition No.** 25.09.240

**CATEGORY**

**SALARY**

**CLOSING DATE**
- Full-Time Replacement Term (35 hours per week)
- MSU Band C (Steps 1-8): $23.550 - $34.245 per hour. $42,861 - $62,327 per annum (Based on 35 hours per week).
- September 30, 2025

**About Us**:

- MacEwan University is where caring faculty help people connect their passions to their future paths. Located in the heart of Edmonton’s diverse and dynamic downtown community, and on the traditional lands of Treaty 6 First Nations and homelands of the Métis people, MacEwan is known for exceptional undergraduate learning. With its dedication to teaching excellence, informed by scholarly research, innovation, and creative activity, MacEwan provides an exceptional collaborative and supportive learning environment with a commitment to human rights, environmental sustainability, and opportunities for community engagement. We are committed to creating an equitable, diverse, inclusive, and welcoming community for all peoples, cultures, and identities.

Our comprehensive undergraduate university offers 55 programs to more than 19,000 full
- and part-time students in business, communications, community and human services, design, fine and performing arts, health, humanities, natural science, nursing, public safety, and social science. Through a wide array of experiential learning opportunities, and strategic relationships in the community, we partner with others to produce graduates of stature. Along with a robust grounding in their chosen disciplines, MacEwan students are given durable life skills that prepare them to take on the world.

**Opportunity**:
MacEwan University is seeking an Event Planner I for an 18-month, full-time replacement term with our Conference and Event Services. In this role, you will plan and deliver internal and external events on campus and support the team at major university-wide events.

Key responsibilities include:

- Acting as the primary contact for assessing event requirements and determining all university space, services and equipment required to execute the event;
- Liaising between Conference Services, service providers and the client, monitors and ensures all details and requirements of the event are clearly communicated, understood, complete and delivered on time;
- Providing support to the Supervisors in the development of critical path or event plan for larger, more complex events;
- Monitoring the progress of the critical path and event requirements to ensure all services are ordered, requirements communicated, and key deadlines are met;
- Ensuring that the space, service and equipment costs on a project basis within each client's event budget and contract;
- Obtaining and maintaining records used to prepare final invoicing for the event;
- Providing information and quotes on university space, services and equipment;
- Ensuring the terms and conditions of the University's contract within own portfolio is met;
- Completing and managing all rental contracts and client event files for all business secured;
- Providing on-site event support and assistance, including tours to clients and guests, ensuring all services and equipment are in place and by resolving or troubleshooting any onsite issues;
- Supporting and assisting the Supervisors with prospecting, developing and obtaining new business or service options for the operation and university as well as maintaining ongoing relationship with clients; and
- Data entry and administrative support related to bookings, event requirements, client contracts, reports.

**SKILLS**:
You will have:

- Excellent verbal and written communication skills including interpersonal skills;
- Strong organizational skills with the ability to cope with a diverse workload and client portfolio while prioritizing and completing all tasks in a time sensitive manner;
- The ability to complete all work in an accurate and thorough manner while paying attention to detail
- Strong problem solving and decision making skills;
- The ability to work independently, be proactive, and take initiative while also working in a collaborative environment;
- The ability to maintain confidentiality and deal with situations in a professional, service oriented and tactful manner; and
- The ability to stay motivated, energetic and work in a stressful, fast-paced environment with competing priorities; and
- The ability to learn and work with new software.

**QUALIFICATIONS**:

- A minimum of post-secondary diploma in administration or event planning.
- A minimum of 1 year of experience in administration or event planning/coordination.
- Experience with data entry and using Microsoft Word and Excel.
- An equivalent combination of education and experience may be considered.

**POSITION REQUIREMENTS**:

- The ability to work flexible and varied hours depending on event requirements which include evenings, weekends, and expanded daily hours.